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Getting Useful Reviews

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Getting Useful Reviews ITSW 1410 Presentation Media Software Instructor: Glenda H. Easter Guidelines for Managing Document Reviews 1. Review throughout the ... – PowerPoint PPT presentation

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Title: Getting Useful Reviews


1
Getting Useful Reviews
  • ITSW 1410
  • Presentation Media Software
  • Instructor Glenda H. Easter

2
Guidelines for Managing Document Reviews
  • 1. Review throughout the documentation
    process
  • 2. Write up the review plan
  • 3. Review the document objectives from
  • the documentation
  • 4. Determine the type of review needed
  • 5. Write a cover letter with questions for the
    reviewers

3
Guidelines for Managing Document Reviews
  • 6. Set up a review schedule
  • 7. Prepare feedback materials for reviewers
  • 8. See reviewers as partners
  • 9. Handle conflict diplomatically

4
Documentation Process Review
  • Review throughout the documentation process.
  • User analysis review
  • Technical walkthrough
  • Design Review
  • Draft Review

5
Write the Review Plan
  • Review the document objectives from the
    documentation plan.
  • Determine the type of review needed.
  • Write a cover letter with questions for the
    reviewers.
  • Establish a review schedule.
  • Prepare feedback materials for reviewers.

6
Review the Document Objectives from the Plan
  • What are the objectives from the documentation
    plan?
  • Determine the type of review needed
  • Write a Cover Letter with Questions for
    Reviewers.

7
Review Planning Checklist
  • Document Objectives
  • List the objectives from the documentation plan
    that you need to validate through your review.
  • Review product specifications from the client or
    sponsor for objectives.
  • List management or policy objectives your
    document must meet.

8
Review Planning Checklist (Continued)
  • Stage of the Document Process
  • User analysis review (review of user descriptions
    and scenarios for use in tutorials and as user
    role models)
  • Technical walkthrough (review of the task list)
  • Design review (review or walkthrough of design
    principles for the project)
  • Draft review (draft 1, draft 2, etc.)

9
Review Planning Checklist (Continued)
  • Type of Review Needed
  • Managerial review (managers, supervisors, team
    leaders)
  • User review (users, operators, system
    supervisors)
  • Technical review (programmers, developers)
  • Subject matter review (professionals from
    representative fields)

10
Review Planning Checklist (Continued)
  • Type of Review Needed (Continued)
  • Editorial review (staff editors, editorial
    department, team editor)
  • Sponsor review (client, sponsor)
  • Identify any special issues to address or
    problems encountered with any of the above
    reviews.

11
Review Planning Checklist (Continued)
  • Cover Letter with Questions for the Reviewers
  • Indicate document objectives and benefits to the
    reviewer (increased quality, increased
    communication, increased visibility as team
    players)
  • Ask for specific advice and comments

12
Review Planning Checklist (Continued)
  • Cover Letter with Questions for the Reviewers
    (Continued)
  • Provide the necessary background (user, project,
    product, subject matter)
  • Tell reviewers how to mark or comment
  • Give dates and places for return
  • Thank your reviewers

13
Review Planning Checklist (Continued)
  • Set Up a Review Schedule
  • Sequential circulation (one copy each reviewer
    passes the document to the next)
  • Simultaneous circulation (multiple copies each
    reviewer returns the document to you)

14
Review Planning Checklist (Continued)
  • Feedback Materials for Reviewers
  • Clean copies showing revisions with specific
    pages indicated (smaller projects)
  • Copies of pages containing revisions stapled to
    copies of pages with reviewer's marks (larger
    projects)

15
Example of a Review Walkthrough
  • Purpose To demonstrate document in development
    and gather reactions to it, and to articulate
    progress toward scheduled document goals
    (communication and quality assurance functions).
  • Format Oral presentation with handouts
    (document outline, document drafts, sample pages,
    overviews of the documentation project)

16
Example of a Review Walkthrough (Continued)
  • Basic Procedure Present a meeting agenda,
    present and discuss your project (going over
    schedule and goals), identify documentation
    issues clearly (at least 4 or 5), discuss
    specific issues (focusing on specific pages),
    lead the discussion, ask for questions, record
    results, finish your agenda, summarize the
    reviewers comments and get a consensus on all the
    issues, conclude.

17
Example of a Review Walkthrough
  • Time 15-20 minutes each.
  • Tips for acing the meeting
  • focus on real issues (what versus what?)
  • give attendees a say
  • listen carefully and record
  • prepare neat, professional materials
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